About the role
DMAHS Materials Management Coordinator *Internal Applicants Only*
Division of Medical Assistance and Health Services (DMAHS), New Jersey Department of Human Services
Location: Stratford, NJ
Department: DMAHS
Reports to: Lead Manager, DMAHS
SUMMARY
Rowan-Virtua School of Osteopathic Medicine is searching for a DMAHS Materials Management Coordinator to join their team. This position is responsible for supporting material management with the New Jersey, Department of Human Services, Division of Medical Assistance & Health Services (NJ-DHS-DMAHS) Memorandum of Agreement (MOA) efforts. Additionally, this position will accurately process purchasing requests for both services and supplies, manage the submission and management of purchase orders, invoices, Requests for Proposals (RFP) and related reports, serve as a primary department contact to Rowan Purchasing and Accounts Payable Departments, create and maintain files for departmental auditing purposes, manage and/or backup submission and processing of timesheets and daily project log (TSDL) activity, and provide timely and accurate information to stakeholders.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manages submission of purchase requisitions, related SOW documents, contracts, IT requirements, invoices, travel, petty cash, RFP’s, and check requests. Assigns appropriate FOPAL and related account numbers to all expenses. Prepares reports as needed to accurately summarize expense activity.
- Work closely with the Office of Sponsored Projects (OSP) to ensure accurate and timely expenditure reports and invoices. Validate expenditure reports and invoice accuracy.
- Submits new/annual grant proposals into OSP tracking system (Cayuse). Coordinates related documents and budget information.
- Works with requestors and vendors regarding outstanding expenses and requests. Prepares on-line expenditure requests for supervisor approval.
- Reconciles any discrepancies and tracks other outstanding items. Reconciles invoices and timesheets and receives supplies/services as required in Rowan’s on-line purchasing system.
- Submits purchase orders requests and support requests for proposals (RFP) activity.
- Assists with the review and recommendations of expenditures charged to the grants according to sponsor, federal, state and university guidelines and regulations.
- Maintains and tracks financial summaries and files for assigned grants.
- Assists with the projection of availability of funds for Principal Investigators and advises of any favorable/unfavorable variances.
- Serves as double-check on budgets, budget projections, expense reporting, invoicing, and other related financial reporting.
- Assists with the review and receiving of subcontract invoices for accuracy and compliance with contract guidelines.
- Prepare special reports as required by Principal Investigators and/or Designees.
- Understands and adheres to Rowan University SOM’s compliance standards as they appear in Rowan University SOM’s Corporate Compliance Policy, Code of Conduct, Conflict of Interest Policy and other related documentation.
- Functions as backup with processes and tracking administrative requests for Web Time Entry (WTE), timeoff requests, expenses requests, etc.
- Provides other administrative support as necessary.
- Maintains strict confidentiality for stakeholders, staff, consultants and vendor sensitive information.
EDUCATION and/or EXPERIENCE
- Bachelor’s Degree, plus two (2) years of related experience involving sponsored programs, administration, preferably in an academic environment.
- Knowledge of accounting principles, practices, and financial analysis.
- Demonstrated competence using computers, purchasing systems, and advanced use of spreadsheet software.
- Ability to follow Federal/State agency regulations, policies, procedures, and laws applicable to sponsored program activity.
- Excellent oral and written communication skills.
- Ability to prioritize, exercise sound judgment and discretion, meet deadlines and work under pressure in a fast-paced environment with multiple stakeholders.
QUALIFICATIONS: To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SALARY INFORMATION
In compliance with The State of New Jersey's Pay Transparency Act, the annual base salary range for this position is $100,000.00, with placement within the range determined by candidate's qualifications, professional experience, internal equity, and other factors.
BENEFIT INFORMATION
For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).”
For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/
NOTES
Only completed, online INTERNAL applications submitted on or before the deadline will be considered.
Candidates must be legally authorized to work in the US, and the University will not sponsor an applicant for a work visa for this position.